Mailing guide for ITGallery

1. Introduction to the mailing flow

The ITGallery Mailing module works as a complete flow connecting several parts of the system: templates, contacts, lists, campaigns and reports.


This guide follows that same order so you can go through each step of the process.


Before sending a newsletter, it is important to tell a template from a campaign.


The template is the design of the email. You create it from the Templates section and it can include text, images, artworks, buttons, showrooms, social networks and a footer. A template can be saved, reused and changed for different sends.


The campaign is the actual send through the sending tool. When you create a campaign you set the subject, the sender, the reply address, the mailing list and the tracking options.

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Create a mailing template

2. Create a template and understand the editor

Create a new template and get to know the three main areas of the editor: Content, Structure and Settings.

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3. Create the structure of the template

Organise the sections of the newsletter before you start adding images, text, artworks and other content.

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4. Add images

Add logos, exhibition images and GIFs. Set the size, alignment, links, alt text and the space around each image.

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5. Add text and links

Add headings, subheadings and paragraphs. Format the content and add links within the text.

Tip

When you copy content from an external tool (from another website, an email or an AI tool, for example), paste it without formatting or run it through a text cleaner first. That way you avoid dragging in hidden typefaces, sizes or styles.

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6. Add artworks

Insert artworks directly from the ITGallery catalogue and set the layout of the image and its information.

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7. Add spacers and separators

Use spacers to leave empty areas between content, and separators to visually mark the start of a new section.


The main difference is that the spacer adds an empty area, while the separator shows a visible line between the blocks.

8. Add buttons and showrooms

Add buttons with external links, or connect the template directly to a showroom created in ITGallery.

A button sends the recipient to any external page. The showroom block automatically generates a button linked to an ITGallery showroom.

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9. Add social networks

Show the gallery's social networks and set the design, size, alignment and spacing of the icons.

The networks set up in My Gallery > Configuration are added to the block automatically. You can also remove networks or add other links manually.

If you prefer to show the social networks only at the end of the email, you do not need to add this block separately, since the footer can include them automatically.

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Set up the closing of the email, including the logo, the gallery address, the social networks and the subscription-related links.


The logo, the address and the social networks are taken from the information recorded in My Gallery > Configuration. You can decide which elements to show within the footer.

Important: the unsubscribe link must be kept so recipients can stop receiving communications.

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11. Set the general settings and save

Define the typefaces, the colours, the buttons and the background of the email. Save the template so it is available in the sending tool.

Before moving on to the sending part, save the template so the latest changes synchronise correctly.

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Prepare the recipients

12. Difference between contacts, subscribers and lists

Understand the relationship between the contacts saved in ITGallery, the mailing subscribers and the lists used to send campaigns.

  • A contact has a record within the Contacts module of ITGallery.
  • A subscriber is a person included in a mailing list.
  • A list is a group of subscribers used for particular sends.

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13. Create a list from Contacts

Filter and segment your ITGallery contacts, export them for mailing and add them to a recipient list.

If you want to personalise the greeting of the campaign, include the first name as a separate field when exporting the contacts. Then create the matching field within the list before importing the file.

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Create and send a campaign

14. Create a campaign from a template

Open the sending tool, select a template and set the subject, the sender, the reply email and the recipient list.


We recommend designing the content in Mailing templates and using the sending tool to set up and send the campaign.


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15. Send a test, review and send the campaign

Send a test before the final send and check the images, text, buttons, links and how it looks on different devices.


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Review the results

16. Check the campaign reports

Review opens, clicks, unsubscribes, bounces and the general performance of the campaigns you have sent.

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